Executive Assistant to the President & CEO

Explore St. Louis; St. Louis (MO); On-site; USD 50,000 - 70,000; Full time

Job summary

Explore St. Louis is seeking a proactive Executive Assistant to manage the President's calendar, ensuring seamless execution of daily responsibilities. The ideal candidate will handle communications with Board Members and hospitality industry stakeholders, while providing administrative support and executing project-management strategies.

Exceptional communication and organizational skills are essential, along with experience in board governance and familiarity with the St. Louis hospitality industry. This rewarding role requires flexibility in hours, including evenings and weekends.

Qualifications

• Proven ability to prioritize multiple projects and meet deadlines in a high-pressure environment.
• Experience in board governance and preparation of board materials for meetings.
• Ability to maintain and handle confidential information with discretion.

Responsibilities

• Manage the President’s calendar and schedule meetings.
• Serve as the primary point of contact for the President.
• Organize agendas and documentation for meetings.
• Assist in preparing materials for board meetings.
• Execute project management strategies and lead special projects.
• Draft and manage confidential documents.
• Ensure compliance with state regulations.
• Coordinate travel itineraries and manage expense reports.
• Plan and execute corporate functions.

Skills

Strong written and verbal communication skills

Exceptional time-management skills

Advanced administrative and organizational abilities

Proficiency in Microsoft Office Suite

Familiarity with CRM software

Knowledge of the St. Louis hospitality industry

Tools

Microsoft Office Suite

CRM software (SimpleView)

Job description

Our ideal candidate will be a proactive and detail‑oriented professional with outstanding communication skills, along with the ability to simultaneously manage a variety of tasks in a fast‑paced corporate environment. This role requires a high level of discretion, professionalism, and the capacity to anticipate the needs of senior leadership while ensuring the seamless execution of day‑to‑day responsibilities. The scope of this position requires external contact with Board Commissioners, hotel partners, and hospitality industry stakeholders.

Key Responsibilities

• Executive Support: Efficiently manage the President’s calendar, schedule meetings, coordinate appointments, review presentations and reports, and arrange complex travel logistics. Anticipate needs and take proactive measures to address them. Receive and respond to phone calls and emails for the President; act as the primary liaison. Provide administrative support to various committees. Promote the corporate image by representing the President internally and externally; provide liaison between the President, key executives and employees.
• Communication Liaison: Serve as the primary point of contact between the President, Board Members, Executive Management team, and internal/external stakeholders; ensuring all written and verbal communications are handled with professionalism and accuracy.
• Meeting Preparation: Organize agendas, presentations, and essential documentation for meetings; proofreading to ensure that all materials are complete and accurate in advance. Attend meetings, take detailed notes, and distribute minutes to relevant stakeholders.
• Board Governance: Assist in the preparation of materials for board meetings, including the collection and compilation of data, creation of reports, and managing meeting logistics. Take role call at Board meetings and document notes for minutes.
• Project Management: Execute project‑management strategies. Lead special projects and initiatives from inception to completion, ensuring deadlines are met and results align with company objectives. Support special projects, create presentation materials, reports and spreadsheets. Review contracts, assist with preparing and editing presentations, reports, and other documents as needed.
• Document Management: Draft, edit, and manage confidential documents, reports, and correspondence with precision. Maintain the confidentiality of sensitive information and materials. Develop and maintain the physical and electronic filing system for department records.
• Compliance: Ensure compliance with state regulations and legal standards. Maintain an in‑depth understanding of the organization’s structure and operations.
• Travel & Expense Coordination: Arrange detailed travel itineraries and manage expense reports for the President, ensuring accuracy and timeliness.
• Event Planning: Plan and execute corporate functions to include logistics for Board Meetings, leadership retreats, conferences, and other business meetings; ensuring all details are meticulously organized.

Skills

• Strong written and verbal communication skills.
• Exceptional time‑management skills.
• Advanced administrative and organizational abilities and attention to detail.
• Administrative business acumen with proven ability to prioritize multiple projects and meet deadlines in a fast‑paced, high‑pressure environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with CRM software (i.e. SimpleView) is preferred.
• Experience with board governance and preparation of board materials for meetings.
• Demonstrated ability to maintain and handle confidential information with discretion and professionalism.
• Effective problem‑solving and customer service skills with a commitment to excellence.
• Ability to work independently while also functioning as a collaborative team member.
• A professional attitude and comfort level in maintaining effective business relationships and engaging with senior executives, Board Members and stakeholders across all levels of the St. Louis hospitality community.
• Knowledge of the St. Louis hospitality industry is critical.
• Active Notary Public license or willingness to obtain certification upon hire is beneficial.
• Willingness and ability to work flexible hours as required, including evenings, weekends and holidays.

If you are a highly organized professional with excellent communication skills and the ability to thrive in a fast‑paced environment, we invite you to apply for this challenging and rewarding role.